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Academics

Guidelines for Requesting Travel Funding

The School of Social Work (SSW) and the Graduate School have funds available to support travel to conferences. Students must be enrolled at the time the travel occurs. Preference for funding is given to students presenting papers and posters or who are on the job market but students may also request funds for other purposes. Students may submit one travel request ($300 for domestic travel or $500 for international travel) per academic year. If additional funds become available, students will be notified and may submit a second request. Since funds are limited, students are encouraged to request funds as soon as they make the decision to attend a conference and by the deadlines listed below.

Submitting Paperwork Before Conferences

In order to be eligible for travel funds, all students must follow the steps below and get approval before travel begins.

  1. Student submits the complete PhD Program Travel Request form to SSW PhD Assistant Director by the deadline.
  2. PhD Assistant Director reviews the request and if approved, assigns a budget.
  3. PhD Assistant Director forwards the request to the School’s Finance Department.
  4. Finance Department reviews the request and notifies the PhD Assistant Director of decision.
  5. PhD Assistant Director notifies student via email of the decision and provides student with a signed copy of the form.

Deadlines to Submit Paperwork Before Conferences

  • August 1st for travel in September
  • September 1st for travel in October
  • October 1st for travel in November
  • November 1st for travel in December
  • December 1st for travel in January
  • January 1st for travel in February
  • February 1st for travel in March
  • March 1st for travel in April
  • April 1st for travel in May
  • May 1st for travel in June
  • June 1st for travel in July

The deadline to submit paperwork for reimbursement is June 30th of the current academic year (September – June). In order to receive a reimbursement, the following must be submitted to the Fiscal Specialist, Frankie Fowler.

Submitting Paperwork After Conferences

In order for the reimbursement request to be processed, the following must be placed in Frankie Fowler’s mailbox in Room 220 at the School of Social Work.

  1. Copy of pre-approved PhD Program Travel Request form.
  2. Completed Travel Reimbursement Request form. This form can be found by going to the SSW front page and selecting MY Forum located in the top, right hand corner. Student will then log in using their UW Net Id and select Forms and Facilities and then Travel Reimbursement Request form. This form can also be picked up at the School of Social Work, Room 220.
  3. Receipts
  4. Must be original. This a requirement set by the state of Washington.
  5. If smaller that 8 1/2 x 11, must be taped to a piece of paper.
  6. If student wants to be reimbursed for a meal, a copy of the Schedule at a Glance from the Confernce Program/Schedule may be submitted instead of receipt for meals.

In order for the reimbursement request to be processed, all forms and receipts must be placed in Frankie Fowler’s mailbox in Room 220 at the School of Social Work.

Deadline to Submit Paperwork After Conferences

The final deadline to submit paperwork for reimbursement is June 30th of the current academic year (September – June). In order to receive a reimbursement, the following must be submitted to the Fiscal Specialist, Frankie Fowler.

Receiving Your Reimbursement:

Students with active UW payroll accounts.

  • Will receive an email from the Ariba Administrator asking for approval of the reimbursement,
  • Must approve Ariba reimbursement email electronically.
  • Will have reimbursement directly deposited into their checking account.

Students without an active UW payroll account

  • Will receive an email from Fiscal Specialist Kathryn Henne asking for approval of the reimbursement.
  • Must stop by Kathryn’s office and approve the reimbursement/check request.
  • Will receive reimbursement via check.

Travel Support by Conferences

Students should be aware that many conferences have financial support for which students may apply to attend the conference if they are presenting a paper. Any time a paper is accepted for a conference, check that conference’s materials and email to ask about possible financial support.